USER Guide for General Beneficiary (GB)/ Applicant

TABLE CONTENT

1. Introduction

The General Beneficiary (GB)/ Applicant

GB User Log in URL

Registration Process

My Account

View Profile

Change Password

2. How to apply

My Applications

View/Edit Application

Application Summary

Bank Details

Institute Verification

Upload Documents

Application Final Submit

Application Status

Send E-mail

Download Letters

Grant Particulars

2.1 Apply for the Research Project (RP)

RP Applications Details

Enter PC/CI Details

Enter Equipment List

Provide Budget Estimates

Upload Documents

2.2 Apply for funding Symposium

Grant Particulars

Manage Documents

2.3 Apply for Fellowship

Educational Qualification

Work Experience

Manage Documents

Interview Details

Activity Log ?

Home Page :

Fig. Reg. 1

Registartion Page

(1.1) GB User Log in URLHOME PAGE of BRNS

https://daebrns.gov.in

Figure 1: HOME page of BRNS

DETAILED GB USER SYSTEM OVERVIEW

The URL for the GB users to log in the system is public. The URL for the users Log

in form is as under:

https://daebrns.gov.in/gb_login.php

Fig 2: This is the log in form for the GB users

(1.2) General Beneficiary (GB)/ Applicant

General Beneficiary (GB) is the applicant seeking financial support under different

BRNS schemes. The applicant for a Research Project (RP) is the Principal Investigator (PI),

the convener applying for funding Symposium and it the candidate himself/herself

seeking for Fellowship.

GB/Applicant has to register himself on the system by clicking on the Register Link on

the Website’s Home page. In this section some basic information about the GB, is

required to be filled.

The registration should be done in the name of the GB only. If the name of the

PI/Convener/ candidate is different from the registered user, such applications

would not be considered.

While applying for the application GB has to fill up some the application in detail.

The different sections are available for GB to fill in the form. All the sections under the

application are mandatory.

Once the GB is finished with filling all of the application sections available

on the browser. Once the GB has submitted (Final Submitted) the application

then the application section will be locked for their updation. Basically GB

won’t be able to change the data. In case if the GB wants to edit/modify/change

the application data, he/she has to draft the mail to the admin of the BRNS

GMS application to do changes on his/her behalf.

(1.2.1) Process of registration on the BRNS website

1. GB/Applicant has to register himself on the system by clicking on the Register

Link on the Website’s Home page.

2. Once registered, the GB will receive the mail containing the activation link of his

account on BRNS. On click of the link, he will be registered with BRNS and can

apply for the project. If he has not clicked on the link provided in the mail, his/her

registration will get expired and will be moved to “Expired Registrations”.

(1.2.2) Process of fillingthe project application for all the schemes

1. Once the GB has got successful registration with BRNS, he can avail the

funding by applying to the application/project under several available

schemes to him.

2. Click on Apply menu to see all the available schemes/programs of BRNS.

3. All the schemes will be listed down along with the Apply link. Refer the below

figure:

Fig 3:

4. After clicking on the Apply Link, The GB gets redirected to the individual

application form (based on the scheme) that he has to fill for applying for the

funding.

5. Now GB has to fill up the “Application Summary Form” this is however

only the first step to fill up the form. After filling the application summary

form, the GB has to fill other mandatory sections as well in order to complete

the process. Refer below figure:

Fig. 4

6. Once the GB is done with filling of the application summary form, GB has to click the

Save button in order to save the application.

7. Once application is saved, the application will be listed in the My Applications tab

and GB can click on View link to view the filled application form and other application

sections, as shown in figure 5:

Fig 5: Landing page after successful log in the system

8. After logging the system, the GB redirects to the My Applications page. Figure 4 is the

landing page after the user lands on after the successful log in. It includes all the

applications separated by the Schemes. Status of the application would have one of

the following displays against each of the application.

APPLICATION STATUS: Submitted/Under Submission/ Admitted For Processing

APPROVED STATUS: Not Approved/Revision

Suggested/Recommended/Sanctioned/File Closed

9. View link enables the GB to access the rest of the sections for the detailed

application form with the several sections. These sections are to be filled

mandatory by the GB. Otherwise the application would be considered as the

half-filled and will be discarded for the process.

10. After filling all the sections of the application form, the GB has 15 or system

configured days to fill up all the sections of the application. In case he has

passed that assigned duration then his application will be discarded from the

system. GB has to re-apply for the application in this case.

11. Within the assigned duration, GB can edit/update/modify the sections any

number of times he wants to.

12. After filling up all the sections, GB has to submit the application by clicking on

the Final Submit section available in each of the scheme application.

13. Once the GB has final submitted the application, he won’t be able to change

the application data. It will be locked for the assessment by BRNS officials.

The status of the application is updated after the submission has undergone

initial scrutiny about completeness of the submitted documents and also the

previous funding records.

14. After assessment, based on the results of the assessment, APPROVED STATUS

would be modified appropriately.

Functionaries of the GB

1. Apply for the scheme

2. My Account

a) View Profile

b) Change Password

3. Managing the applied applications (My Applications)

(1.3) Apply for the scheme

This section explains how the GB can apply for the scheme. In the GB log in area, the top menu shows the tab called “Apply”. The GB has to click Apply to see the different schemes available for him to apply for the funding (refer to Fig 4).If some scheme has derived scheme; example RP the Apply link is available with the derived scheme and not with the base scheme.

Some Important Points:

1. Apply link is visible besides each scheme that is available for the funding.

2. Once clicked Apply, the GB will be redirected to the Application Form.

3. GB has to fill up the form.

4. Once applied for ascheme, the GB cannot re-apply for the same scheme again.

5. Once applied for the scheme, Apply link will be disabled for that particular scheme and the text will be visible as “Applied” indicating that GB has already applied for the same scheme in the past.

(1.4) My Account

This section tells about How GB can handle or Manage his profile on the BRNS website. In My Account section GB can change his password and he can edit his personal profile as well.

(1.4.1) View Profile

This is the section where all the personal information GB is displayed in the tabular format. This information is captured from the registration form that GB has filled in order to make an account on BRNS website.

Here the GB can View his profile and can edit the same if needed. However some the fields/elements he can’t edit.

Fig 6: View GB Profile.

The GB can view his profile as shown in above figure. Click on Edit Profile link to edit the profile.

Fig 7: Edit GB Profile

On click of Edit Profile link, the GB redirects to the form where he can edit the information supplied by him earlier.

Some of the fields are not open to edit directly by him. However he can raise the ticket pointing to BRNS in order to edit them on special request by sending mail from this website itself.

GB can’t edit/change his Email as it has been used for the log in and moreover all the communications are done using his email. He can request the Admin to change.

GB can’t edit the value for BRNS Funding in the past. He can request the Admin to change.

(1.4.2) Change Password

Here the GB can change his password provided he knows his old password and has to follow the format of the password.

Fig 8: Change Password

(1.5) My Applications

This is the default landing page of the GB after log in the application. Here are the applications applied by the GB are displayed in the Grid format separated by the Schemes as that of all the above users.

The applications are divided into the schemes (RP, Symposium and Fellowship). The View link is available besides each of the application to view and edit the application details.

The Search form enables the GB to search for the particular application. Since the GB is restricted to apply only for one application in each of the scheme so the search parameter is given as the scheme. At any given point of time GB won’t exceed one application in any scheme.

Once the GB clicks View link, he can see the different application sections that he can edit.The menu is given on the left side of the screen and it is different for different schemes.

(1.5.1) Applications Details

In all the Schemes Applications there is one section that displays the Application

DetailsSummary. This section is same for all the schemes. It gives information that

the application is finally submitted or not. How many days are remaining for the GB to

submit the application, etc

(1.5.2) RP Applications Details

The GB can navigate through the different sections of the RP Application.

Fig 9: Sections of RP Application to be filled in before final submission

These sections are explained below:

(1.5.2.1)Enter PC/CI Details

The applicant will enter the PC/CI Details while applying for the application.

Fig 10: PC/CI Details List

Fig 11: On clickingEdit Link,the PC/CI details entered/edited by the applicantAny number

of PI/CI and PC can be added from this link. Please note that the details of PI is not asked

here, because the details of the PI has already been captured at the time of the

registration.

(1.5.2.2)Enter Equipment List

These are the list of Equipment, costing more than Rs.50,000/-required by the

applicant at the time of submitting the application. The user can View/Add/Edit the

Equipment.

Fig 12: Equipment List

Fig 13: Edit the existingEquipment. The user has to click on Edit link to editthe

equipment information. Click on Update button to save the changes.

Fig 14: Add the new Equipment. The user has to click on Add New Equipment link to

add the equipment. Click on Add button to save the changes.

(1.5.2.3) Provide Budget Estimates

This section handles all the budget that is requested by the GB as the funding from BRNS.Here all the Accounts heads are listed down along with the duration of the project (based on the scheme).

GB has to click on the particular financial year to fill up the amount for each of the account head listed.The Financial year is automatically selected depending upon the date of submission.As the GB fills the amount, the overhead gets calculated based on the total amount. Upper limit of total Overhead grant is 6 Lakhs for recognized educational institutions and it is 2 Lakh for other institutes.

This section is open for edit only till the application has been final submitted. Once the application is submitted by the applicant this data can’t be modified.

Fig 15: Provide Budget Estimates

(1.5.2.4)Upload Documents

These are the documents uploaded by the applicant while submitting the

application form. The user can view/Delete/Replace/Download the documents uploaded

by the applicant. The list includes all the File Heads (refer section 3.2.1.2.1).

Fig 16: List of Application Documents

The user can Download the consolidated documents uploaded by the applicant all

together by clicking on the Download Consolidated PDF Link. This includes all the

documents uploaded by the applicant starting with the Application Summary Document.

The user can download the individual document by clicking the Download link foe

each of the document in the list.

If the user wants to Replace/Modify or Delete the document he has to click on

Replace/Delete link for the document he wants to modify.

Fig 17: Replace/Delete File

Once the Replace/Delete link is clicked the Edit form appears to edit the

delete/update the document.

(1.5.2.5)Bank Details

This information will be used by BRNS for the funds transfer, if the proposal is

sanctioned.

Fig 18: Bank Details Display

Fig 19: Edit bank Details. Click on Edit link to edit the bank details.

Click on Update button to save the changes

(1.5.2.6)Institute Verification

This information will be used by BRNS for the references and background

verification purposes.

Fig 20: Institute Details Display

Fig 21: Edit Institute Details. Click on Edit link to edit the institute details.

Click on Update button to save the changes.

(1.5.2.7)View/Edit Application

This is the application form that the GB has filled while applying for the funding.

Fig 22: View Application Summary

Click on Edit Application Summary link to edit the application summary

Fig 23: Edit Application Summary

(1.5.2.8) Application Final Submit

This section is common for all the applications and all the schemes.

This is the section where the GB has to agree for all the Terms and Conditions for the BRNS. He has to ensure that he has uploaded all the documents required for the successful submission of the application. Before submitting the application, the GB has the option to view the whole of the application in the single glance by downloading the PDF version of the application by clicking on Download Consolidated Application Form link. It enables him to download the application and verify all the details has been put up correctly by the GB before final submitting the application.

Fig 24: Final Submit

(1.5.2.9)Application Status

This section will display the latest status of the application. The

GB/applicant can view the current status here and track the progress of

the application assessment.

Fig 25: Application Current Status

(1.5.2.10)Send Email

In this section, the applicant can send email to the admin if and when needed. This section enables the applicant to communicate to the BRNS using Email feature. This email will be recorded and saved in the log on order to maintain the records.

Fig 26: Send Email to BRNS

(1.5.3) Symposium Applications Details

The GB can navigate through the different sections of the Symposium Application.

Fig 27: Sections of Symposium Application

Most of the above sections are already explained in RP application section. The additional sections will be explained as follows. These sections are explained below:

(1.5.3.1)View/Edit Application

Please refer the section (1.5.2.7) for details.

(1.5.3.2)Application Status

Please refer the section (1.5.2.9) for details.

(1.5.3.3)Grant Particulars

This is the details of the Grants sanctioned by the BRNS to the applicant for the

application.

Fig 28: View Grant Particulars

Fig 29: Update Grant Particulars. The user has to click Update Grant Particulars link

to update the same.

Click on Add button to save the changes.

(1.5.3.4)Manage Documents

Please refer the section (1.5.2.4) for details.

(1.5.3.5)Institute Verification

Please refer the section (1.5.2.6) for details.

(1.5.3.6)Download Letters

This section allows the GB to download the letters. Often unlocks after the application assessment process has been completed and GB has been nominated for the funding.

(1.5.3.7)Application Final Submit

Please refer the section (1.5.2.8) for details.

(1.5.3.8)Send Email

Please refer the section (1.5.2.10) for details.

(1.5.3.9)Bank Details

Please refer the section (1.5.2.5) for details.

(1.5.4) Fellowship Applications Details

The GB can navigate through the different sections of the Fellowship Application.

Fig 30: Sections of Fellowship Application

Most of the above sections are already explained in RP application section. The additional sections will be explained as follows. These sections are explained below:

(1.5.4.1)View/Edit Application

Please refer the section (1.5.2.7) for details.

(1.5.4.2)Application Status

Please refer the section (1.5.2.9) for details.

(1.5.4.3)Educational Qualification

This is the section usually filled up by the applicant while submitting

the application.

Fig 31:View Educational Qualification

Fig 32: Edit Educational Qualification. The user can click on Edit Link to

update the educational qualification.

Click on Submit button to save the changes.

(1.5.4.4)Work Experience

This is the section usually filled up by the applicant while submitting

the application.

Fig 33:View Work Experience

Fig 34: Edit Work Experience. The user can click on Edit Link to update

the work experience.

Click on Update button to save the changes.

(1.5.4.5)Manage Documents

Please refer the section (1.5.2.4) for details.

(1.5.4.6)Download Letters

This section allows the GB to download the letters. Often unlocks after the application assessment process has been completed and GB has been nominated for the funding. Usually the interview call letter and funding letters.

(1.5.4.7)Interview Details

The interview will be conducted for the applicant to select for the

funding.

Fig 35: Update the Interview Details.

(1.5.4.8)Activity Log

Please refer the section (1.5.2.9) for details.

(1.5.4.9)Application Final Submit

Please refer the section (1.5.2.8) for details.

(1.5.4.10)Send Email

Please refer the section (1.5.2.10) for details.

Fig 9: Application Summary Details prior to FINAL SUBMIT

This is the Application Summary view before Final Submit of the

application.

This displays the following information:

a) Base Scheme => Derived Scheme => Project Title

b) Instructions to fill up all the sections

c) Number of days remaining to submit the application.

Fig 10: Application Summary Details After Final Submit

This is the Application Summary view after Final Submit of the application.

This displays the following information:

a) Base Scheme => Derived Scheme => Project Title

b) The application is final submitted by the applicant/GB.

c) After Final Submit, the application sections are not open for the

edit by the GB.